BE Top of Mind Marketing
 

Privacy Notice & Data Protection Policy
 

Last updated: 25 August 2026
 

BE Top of Mind Marketing ("we", "us", "our") respects your privacy and is committed to protecting personal information.
 

This Privacy Notice explains how we collect, use, store and protect personal information when you contact us, purchase our services, use our website or work with us.
 

1. Who We Are
 

BE Top of Mind Marketing

Email: info@brandanevans.com
Website: www.brandanevans.com
 

For personal information that we collect and use for our own business purposes, BE Top of Mind Marketing acts as the data controller.
 

2. Information We May Collect

Depending on how you interact with us, we may collect the following information.

Contact information

This may include:

• Your name

• Business name

• Email address

• Telephone number

• Business address

• Social media account information

• Other contact details you provide to us
   

Business information

We may collect information about your business that is necessary to provide our services, including:

• Type of business

• Business description

• Opening hours

• Events

• Promotions

• Products and services

• Social media information

• Brand information

• Marketing preferences

• Content and information you ask us to publish
   

Payment information

Where you purchase our services through our website, payment information may be processed by our payment provider through Wix.

We do not intentionally store complete payment card details ourselves.
 

Communication information

We may retain information contained within communications between you and BE Top of Mind Marketing, including emails, enquiries, onboarding information and other business communications.
 

Technical information

When you use our website, certain technical information may be collected automatically, which may include:

• IP address

• Browser type

• Device information

• Website usage information

• Cookies and similar technologies
   

3. How We Collect Information

We may collect information:

• Directly from you

• Through our website

• Through enquiry forms

• When you book an appointment with us

• During onboarding calls

• Through email

• When you purchase our services

• Through our CRM

• Through social media platforms where you provide authorised access

• Through other platforms that you authorise us to use in connection with our services
   

4. How We Use Your Information

We may use your personal information to:

• Respond to enquiries

• Arrange consultations and onboarding calls

• Provide our services

• Manage your social media accounts

• Create and schedule social media content

• Communicate with you

• Process payments

• Manage your client account

• Maintain business records

• Provide customer support

• Manage our client relationships

• Improve our services

• Send relevant service-related communications

• Meet legal and regulatory obligations

• Protect our business against fraud, misuse or unauthorised activity

We will only use personal information where we have an appropriate lawful basis to do so.
 

5. Lawful Basis for Processing

Depending on the circumstances, we may rely on one or more of the following lawful bases.
 

Contract

We may process information where it is necessary to provide services you have requested or have entered into an agreement for.
 

Legal obligation

We may process information where we are legally required to do so, including for accounting, tax or other legal purposes.
 

Legitimate interests

We may process information where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests.
 

Consent

Where required, we may ask for your consent before processing information for a particular purpose.
 

Where we rely on consent, you may withdraw that consent at any time.
 

6. Third-Party Services and Platforms We Use

We use a number of third-party services and platforms to operate BE Top of Mind Marketing and provide our services.

These platforms may process information on our behalf or independently in accordance with their own privacy policies.
 

Wix

We use Wix to operate our website and process payments made through our website.

Wix may process information such as:

• Name

• Email address

• Billing information

• Payment information

• Transaction details

• Website usage information

Payment information is processed through Wix's payment systems and we do not intentionally store complete payment card details ourselves.
 

Calendly

We use Calendly to arrange onboarding calls, consultations and other appointments.

Calendly may process information such as:

• Name

• Email address

• Telephone number where provided

• Appointment details

• Information entered into booking forms
   

Microsoft Outlook

We use Microsoft Outlook for business email and communication.

This may include:

• Names

• Email addresses

• Email correspondence

• Attachments

• Business information contained within communications

We may retain relevant business correspondence where necessary for providing services, maintaining records or meeting legal obligations.
 

Rella

We use Rella for social media content planning, organisation and scheduling.

Information processed through Rella may include:

• Social media content

• Captions

• Content schedules

• Client business information

• Photographs

• Videos

• Promotional information
   

Canva

We use Canva to create social media graphics and other marketing materials.

Information and content used within Canva may include:

• Business names

• Logos

• Brand information

• Photographs

• Videos

• Promotional information

• Social media content
   

Funnel Sketchers

We use Funnel Sketchers as our customer relationship management system.

This may be used to store and manage:

• Names

• Contact details

• Business information

• Enquiries

• Client information

• Communication history

• Sales and service information

• Notes relating to your account
   

Meta, Facebook and Instagram

As part of our social media management services, we may use Meta's platforms, including Facebook and Instagram.
 

Where you provide us with authorised access to your social media accounts, we may process information necessary to provide the agreed services.

This may include:

• Social media account information

• Business profile information

• Posts

• Comments

• Direct messages

• Images

• Videos

• Engagement information

• Information provided by customers through your social media accounts
   

We will only access and use this information for the purpose of providing the agreed services.
 

7. Social Media Account Access

You remain the owner of your Facebook, Instagram and other social media accounts.

To provide our services, you may need to provide us with appropriate access to your accounts.
 

Where possible, we recommend using the official business or delegated access functions provided by the relevant platform rather than sharing personal passwords.

BE Top of Mind Marketing will only use account access for the purpose of delivering the agreed services.
 

We will not intentionally access information unrelated to the services we have been instructed to provide.
 

When our relationship ends, we will cease using your social media accounts and you may remove our access.
 

8. Customer Messages and Personal Information

Some social media management services may involve responding to comments, direct messages or other communications received through your social media accounts.
 

As a result, we may have access to personal information belonging to your customers.

Where this occurs, BE Top of Mind Marketing will only process that information as necessary to provide the agreed services and in accordance with the client's instructions.
 

The client remains responsible for determining why and how personal information is collected through their own business, website and social media accounts.
 

BE Top of Mind Marketing will not use customer information accessed through a client's social media accounts for unrelated purposes.
 

Where BE Top of Mind Marketing acts as a processor on behalf of a client, the applicable data protection requirements will apply.
 

9. Subcontractors and Freelancers

We may use trusted freelancers, contractors or subcontractors to assist with the delivery of our services.

For example, this may include assistance with:

• Content creation

• Graphic design

• Social media scheduling

• Administrative tasks

• Other services required to fulfil your package
   

Where a third party processes personal information on our behalf, we will take reasonable steps to ensure appropriate confidentiality, security and data protection arrangements are in place.
 

Where required, appropriate authorisation will be obtained before appointing a third-party processor or sub-processor.
 

10. Data Security

We take reasonable technical and organisational measures to protect personal information against:

• Unauthorised access

• Accidental loss

• Destruction

• Damage

• Unauthorised disclosure

• Unauthorised alteration
   

Access to information will be limited to people who reasonably require it to provide our services or operate our business.
 

We encourage clients to use official account-access and permission systems rather than sharing personal passwords.
 

11. Personal Data Breaches

If we become aware of a personal data breach affecting information we process on behalf of a client, we will take appropriate steps to investigate and respond.
 

Where required, we will notify the relevant client without undue delay and provide reasonable assistance in dealing with the incident.
 

12. How Long We Keep Information

We will only retain personal information for as long as reasonably necessary for the purposes for which it was collected.
 

The length of time we retain information may depend on:

• The nature of the information

• Why the information was collected

• Whether we have an ongoing relationship with you

• Legal, accounting or regulatory requirements

• Whether information is required to establish, exercise or defend legal claims
   

When information is no longer required, we will take reasonable steps to securely delete or dispose of it.
 

13. Your Data Protection Rights

Under applicable UK data protection legislation, you may have rights including:

• The right to be informed about how your information is used

• The right to access your personal information

• The right to request correction of inaccurate information

• The right to request deletion in certain circumstances

• The right to restrict processing in certain circumstances

• The right to object to certain processing

• Rights relating to certain automated decision-making and profiling
   

These rights are subject to applicable legal conditions and exemptions.
 

If you would like to exercise one of your rights, please contact us using the details below.
 

14. Marketing Communications

We may occasionally contact you regarding our services, relevant offers or business updates.
 

Where required by law, we will obtain appropriate consent before sending direct marketing communications.
 

You can unsubscribe from marketing communications at any time.
 

Service-related communications that are necessary to provide your service may still be sent where appropriate.
 

15. Cookies

Our website may use cookies and similar technologies.
 

Cookies may be used to:

• Make the website function correctly

• Understand how visitors use our website

• Improve website performance

• Remember preferences

• Support marketing activities where applicable
   

Where required, we will obtain appropriate consent before placing non-essential cookies on your device.
 

16. International Data Transfers

Some of the third-party services we use may process personal information outside the United Kingdom.
 

Where personal information is transferred internationally, we will take reasonable steps to ensure appropriate safeguards are in place where required under applicable UK data protection legislation.
 

17. Children's Information

Our services are intended for businesses and adults.
 

We do not knowingly collect children's personal information for our own business purposes.
 

Where information belonging to a client's customers is processed through the client's social media accounts, the client remains responsible for ensuring that its own processing complies with applicable data protection legislation.
 

18. Confidentiality

We will take reasonable steps to keep confidential business and personal information provided to us in connection with our services.

We will not intentionally disclose confidential client information to third parties except where:

• It is necessary to provide the agreed service

• We have your permission

• We are legally required to do so

• It is necessary to protect our rights or business

19. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes to:

• Our services

• The software and platforms we use

• Our business practices

• Data protection legislation

• Technology

The latest version will be made available through our website.

Where appropriate, we may notify clients of significant changes.

20. Complaints

If you have concerns about how we handle your personal information, please contact us first so that we have an opportunity to investigate and resolve your concern.

You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO).

Further information about making a complaint can be found on the ICO's website.

21. Contact Us

If you have any questions about this Privacy Notice or how BE Top of Mind Marketing handles personal information, please contact us:

BE Top of Mind Marketing

Email: info@brandanevans.com
Website: www.brandanevans.com

Privacy Notice last updated: 25 August 2026

Thank you for choosing BE Top of Mind Marketing.

Kind regards,

BE Top of Mind Marketing
info@brandanevans.com
www.brandanevans.com